Last updated on September 6th, 2023
Job actions are available for users to be able to record different actions against any active job.
Job Actions can be accessed in two ways:
Editing jobs allow users to update / change the job after it has been created.
Clicking “Edit Job” navigates customers to the job creation page:
Refer to the Create a Job section for more information on the job fields.
When editing a job, all parts of the job can be updated in most cases, with some exceptions – such as if the job BOM is in the “frozen” state (i.e. when a quote is approved). Refer to the BOM section of the Create a Job page for more information on job freezing.
You can take a prepayment against any job in the system if your business requires. Refer to Deposits and Payments for more information.
From this page within the job, you can create and send quotes to your customers for this job. You can also view all the quotes / estimates that exist for the job. Refer to Quotes and Estimates for more information.
The Job Review page lets you look at your job’s progress in real time, and compare the budgeted costs and revenue to actuals.
The cost budget and quantities come from an approved quote – if there is no quote, it comes from the BOM.
Above the item table is a summary of the budget for each category of items and the job as a whole. If only one type of item is included on the job, the cost and revenue by resource group summaries will not be shown.
The table’s headings are explained below:
Note: If the Automated Consumption tickbox is selected when receiving the goods ordered, any inventory purchases made for a job will automatically be consumed for a job and have the costs allocated on the job review page once the item has been received. Refer to the Purchasing section for more information.
For existing stocked inventory and assets, you will need to manually consume these costs against the job. Refer to the Record Consumables section below for more information.
For professions, your employees or a manager must record time against the profession for a particular job for the costs to show on the job review page. Refer to this section for more information Time Tracking.
The View/Adjust Records button allows for stock and asset items to be consumed onto a job. It takes you to the Record Consumables page for that job.
Allows you to schedule you staff members onto a particular job and record their timesheets against the job. Refer to Scheduling for more information.
This option allows you to create, view and manage all invoices against a particular job. You can also email the invoices out to the customer. Clicking invoices will display all created invoices for a job as below:
There are two different methods for creating invoices.
New Invoice: This allows you to create a new invoice for a job. Refer to Invoicing section for more information.
Create Invoice from a Quote: This option allows you to create an invoice by copying all the information on a Quote/Estimate already created for a job. To learn more about Creating Quotes / Estimate refer to the Quotes and Estimates section.
This option allows you to record your stock items against a job and return excess back to stock, or record the usage time of fixed assets. You can record individual quantities, consume all items at once, or consume items reserved through the BOM. Alternatively, when receiving a purchase order made for a job, Gojee will automatically record the required quantity for a job if the “Automated Consumption” checkbox is ticked on the Goods Receipt page. Refer to Purchasing for more information.
For each item, its name, item code, type, unit of measure, and quantities will be shown and you will be able to choose how many to consume (and from where).
The items in the image above are explained below:
The categories are as follows:
The fields on the right allow you to pick the correct stock location to consume the items from (and in the case of individually tracked items, which item to consume) or allows you to consume reserved instances onto the job. Location is not required for untracked items.
To record an item against a job, select the stock location and enter the quantity that is consumed.
In the case that the consumption is not automatically done, the items ordered for the job will be allocated to stock, and reserved for the job, so the system will not allow them to be consumed onto other jobs. To consume the reserved items onto the job from the record consumables page, simply select “Reserved Instances” from the dropdown in the Qty to Consume column (i.e. instead of selecting a location).
You can return an item if the item was consumed by mistake or in the case where a customer cancelled an order after you processed it. To return an item:
3. Click Return from the top right menu:
4. Enter the quantity against the item that you wish to return (please ensure that you select the correct warehouse if you are using multiple stock locations)
5. Click “return to stock” and stock will be returned to your warehouse.
Selecting this option allows you to view and manage your picking slips. It will bring you to the picking slip screen, which will list all picking slips for this job and allow you to see the status of each. You can print picking slips to be used for your staff as a list of items to pick from wherever you have your inventory stored, and record each item on a slip as being picked or not.
To create a picking slip, click the New Picking Slip button. You will be able to see a list of the items on your job and view them with templates fully expanded, partially expanded to specific depth levels, or flattened.
A Picking Slip PDF will be generated for printing, showing all the items for the job along with required and recorded quantity:
When editing the picking slip, you will be able to change the name and set the status of the picking slip, choose where items have been picked from, and make the reservations for the job. You will also have the option to consume these reserved items directly onto the job.
Reservations allow you to reserve stock on hand for jobs. This means that these stock items will stay in stock, and on hand, but they wont be available for other jobs to consume or reserve.
This action allows users to raise Purchase Orders for the items required specifically for a job from Gojee.
Using the “New Order” button will take you through to the PO creation screen and pull in all items for the job that are not already on order, reserved, or consumed onto the job. If suppliers have already been chosen through the BOM, raising a PO for that job via the Purchasing job action will use the chosen suppliers for that job.
Refer to the Job Stock Orders section for more information on the process of raising purchase orders.
POs can be sent directly to a supplier from Gojee via email. This can be done with either the “Order Actions” dropdown for a specific PO, or the “Email PO” button next to the New Order button.
POs listed here can be edited if clicked, and attachments can be added to be sent to a supplier. If a PO has attachments, it will be noted as such with the green attachment icon.
You can create one or more delivery dockets for a job as it progresses. As you create multiple delivery dockets, the system will track what’s already been shipped, and what’s on back order.
To create a delivery docket:
The line items will be shown based on your bill of materials for the job. You can remove any items you don’t wish to display on the docket, such as if you prefer to hide items with a quantity of 0.
After making the required changes, Click “Create Delivery Docket” at the bottom left of the screen:
A PDF document will be generated that you can print and post onto your deliveries.
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